A Financial Simplification Strategy Sponsored by the VC - Chief - PowerPoint PPT Presentation

A Financial Simplification Strategy Sponsored by the VC - Chief Financial Officer Pierre Ouillet March 2016

Simplified Operating Funds Initiative UC San Diego’s Vision for the Future…  In order to: Core Campus Resources  Improve financial management across the campus  Focus on outcomes rather than fund color management  Optimize expenditures to meet the expectations of the Governor , Legislature, students and other stakeholders  Clearly depict the cost of fulfilling the campus core mission, and the resources that support that cost  UC San Diego will:  Pool “core” campus resources to support the core academic investment and general People Programs institutional operations Outcomes  Continue fund accounting for revenue Strategic Operating Plan streams 2 March 2016

̶ ̶ Simplified Operating Funds Initiative What SOFI does; what it does not  The SOF Initiative is consistent with UC’s Working Smarter Initiative and is an effort to  Streamline campus financial management, for example » Each department will receive one core fund » One fund eases transfers between departments and across VC units » One fund eliminates juggling of personnel among funds to manage compensation inflation Simplify fund accounting and department transacting, for example  » Fewer indexes will be needed » Constraints tied to specific sources are not applicable to the new core fund numbers » Expenditure transfers are replaced with budget transfers to balance organization budgets Enable departments to focus on strategic priorities and outcomes  » Easier data gathering and reporting Enables quicker response times to management requests for information May save time which can be redirected to other priorities  SOFI does NOT  Change budget decisions or allocation methodologies Result in budget reductions  3 March 2016

Simplified Operating Funds Initiative How does SOFI simplify?  Budgets allocated and expenditures transacted on 2 funds, rather than 60 4 March 2016

Simplified Operating Funds Initiative Detail of Funds Included in SOFI  Below is the list of source funds included in SOFI 5 March 2016

Simplified Operating Funds Initiative How does SOFI simplify?  Expenditure Mapping at the Campus Level  Fund-specific information made available at an aggregate level by relating (“mapping”) SOFI expenditures back to source funds  The mapping will be based in policy that articulates leadership’s plan and priorities ahead of actual spend  Mapping allows management of source fund constraints at a central level rather than at the transaction level SOF Expenditures  Benefits of Expenditure Mapping  Strategic spend using the “first-dollar principle” ensures full Mapping to Source Funds expense of General and Tuition funds in support of the academic mission 1 st : State & UCGF ,  Flexible and responsive to external requirements Tuition &  Any carry-forward balances are held in the most flexible Fee Funds funds Last: Flexible 2nd: Various  Objectives Accomplished Funds (e.g. Other Funds Carry $$ in  Meet legislative, state, and other stakeholder reporting Opportunity, requirements STIP , etc.  Responsive to public perception and expectations  Manage specialized circumstances 6 March 2016

Simplified Operating Funds Initiative Project Timeline  Below is a very high-level timeline for an implementation date of July 1, 2016 7 March 2016

Simplified Operating Funds Initiative Focus Between March and June 2016  This first SOFI phase is focused on budget allocations effective 7/1/16 and beyond  Existing permanent budgets  New recurring allocations in FY 2016/17  New one-time allocations in FY 2016/17 8 March 2016

Simplified Operating Funds Initiative Project Milestones for Departments  Critical project milestones that must be accomplished in order to go-live on 7/1/16  Create new COA hierarchy of indexes  Swap source fund budgets for a SOFI fund budget  Update payroll and Staffing distribution lines in PPS  Post go-live (FY 16/17) stabilization activities Update indexes in financial tools  NGN redirects, Express card, Marketplace, MyEvents, ??? » Update indexes in reporting tools  MyFunds, Cognos, ??? » Impacts to downstream systems  Bookstore, Maximo (FM), Aquarium, ??? » Address legacy source carry-forward balances  9 March 2016

Simplified Operating Funds Initiative Focus Between March and June 2016  Everything hinges on the creation of new indexes  There is a template and guidelines being distributed  Each VC has a central contact as well as their own communications on “ how to”  Realizing this timeline, is tight some things will be/ can be automated  Creation of indexes  Replacement of PPS distribution and S taffing lines DRAFT DRAFT DRAFT Important Deadlines for Departments Identify and create financial reporting program codes Fri 3/4 Review and edit BD indexes - return to Campus Budget Office: Hugo Rios Fri 3/11 include the old Map department indexes supporting salary Fri 3/25 index being Map pay and Staffing distribution lines to SOF Fri 4/15 replaced Manual creation of SOFI indexes for permanent budgets & staff FTE Fri 4/15 - 2nd batch date Indexes created with batch program Fri 4/22 under review Batch upload PPS distribution & Staffing line replacements Fri 5/13 Map department indexes supporting non-salary expense (if approp) Thu 6/30 10 March 2016

Simplified Operating Funds Initiative Focus Between March and June 2016  Permanent Budget swaps will likely be done centrally DRAFT DRAFT DRAFT Other Deadlines Affecting Departments Map permanent budget fund swaps for SOF at VC/organization level Fri 4/1 Create budget journal(s) templates for redistribution of PBs Fri 4/29 Record estimated budget increments by source and SOF Fri 5/13 Record campus level source budgets and SOF offset Fri 5/20  Why such short turnaround times? DRAFT DRAFT DRAFT Fiscal Close Known and potential wage implementations - SX step increase Sun 7/3 - Academics (annual merit program) Fri 7/1 - 99 non-represented monthly Fri 7/1 - 99 non-represented bi-weekly Sun 7/3 Estimated cut-off for permanent OLTFs Fri 7/8 11 March 2016

Simplified Operating Funds Initiative Communications and Engagement  The SOFI project was undertaken in early 2015 and has been guided by both a Work Group and a Steering Committee  We are actively collaborating with central offices both locally and at UCOP: Budget, Institutional Research, Accounting, and ITS  Campus communication has been ongoing through  Existing networks of the Work Group and Steering Committee (e.g., ABA, SC-SPOC, VC fiscal groups, Council of Chairs, Department Chairs)  Letters from the Chancellor  Presentations made to Faculty through Academic Senate committees (Budget & Planning, Administration Council) » FinLink standing committee » VCHS Senior Administrative Leadership » VCHS Assistant DBOs » EVC Assistant Deans »  Lead staff in central offices are engaging colleagues on implementing solutions  Established Index Coordination Team comprised of all VC units 12 March 2016

Simplified Operating Funds Initiative Future Engagement  Upcoming communications  All faculty and staff campus communication from executive sponsor  Launch of SOFI Website  Focused stakeholder messaging  Contacts for information: Core Project Team  Traci Carpenter, Project Manager, 858-534-0502, tccarpenter@ucsd.edu » Deanna Richardson, Core Team, 858-534-5619, d2richardson@ucsd.edu » Ashley Gambhir, Director-CI, OSI, 858-534-7694, agambhir@ucsd.edu » Sponsor  Sylvia Lepe, AVC-CBO and Sponsor, 858-534-5357, slepe@ucsd.edu » 13 March 2016

Simplified Operating Funds Initiative Other contacts  Below are committee and team members currently involved in SOFI SOFI Steering Committee SOFI Work Group Members SOFI Index Coordination Team Pierre Ouillet CFO Karen Andrews Physics Minerva Nelson SIO Cheryl Ross Controller Gred Buchanan AMAS Susan Matheson SIO Debbie Rico Asst. Controller Traci Carpenter OSI Adam Diprofio EVCAA Kit Pogliano Chair, SC-SPOC Kathy Farrelly EVC Arwen Jamison EDI Steve Ross AVC-EVC Adam Diprofio EVC Beverly Randez EDI Sylvia Lepe-Askari AVC-CBO Ashley Gambhir OSI Anna Gheissari RES Jake Guss VCHS Jason Jennings SA Susie Pike Humphrey SIO Sara Kaup SA Darryl James FAO Agnes Shin HS Shanley Miller SOC Jake Guss HS Mercedes Munoz Treasury Moon Pan ADV Laura Osante BFS Caitlin Chu CFO Isabella Byant-Parkinson VCHS Hugo Rios CBO Deanna Richardson Treasury Kristen Fernandez RMP Paul Rodriguez Payroll Michelle Null AS Steve Ste Marie GA Jocelyn Pacheco CHANC Bill Sweetman ITS 14 March 2016